This article will cover the following:
- What are attributes and segments?
- Accessing attributes and segments
- Types of attributes
- Adding new attributes
- Editing attributes & attribute options
- Adding new segments and deleting empty segments
- Editing segments and segment options
1. What are attributes and segments?
Attributes allow for survey responses to be segmented. You can think of attributes as the different 'categories', and segments are the 'options' within those categories.
Attributes and their segments provide insights into engagement by allowing you to view scores and comments by segment. In addition, Peakon highlights segments as strengths or priorities when they are doing particularly well or requiring attention.
In order for Peakon to know which segments to place an employees' survey results into, the attributes are also listed on the employee records stored on Peakon. For example, an employee in finance would need to have “Finance” listed on their employee record under the “Department” attribute field. Employees can be added into segments either manually or in bulk via the file import method.
2. Accessing attributes and segments
Attributes are managed by account administrators and can be accessed by navigating to Administration > Attributes. Clicking on a specific attribute will reveal its segments.
Initially, when getting set up on Peakon, there will be no segments listed under each attribute, however, once the employee records have been added, the segments will be created automatically. Segments can also be added manually (more on this in section 4).
3. Types of attributes
Selecting the right type and amount of attributes is dependent on how you would like to segment your survey results and how easily your organisation’s employee data can be compiled and uploaded onto Peakon using the file import method.
Peakon provides five different types of attributes:
- Option: This attribute type is used to set up lists with multiple fixed values, such as a list of departments. Some examples could be Country, City, Department, Gender, Function, Business Unit etc.
- Date: This is used to capture specific dates set on employee records, such as the hire date or date of birth. Segments for this attribute are defined as date ranges (eg. 5-10 years). Date ranges can be configured at any point by clicking on the “Ranges” option within the attribute. A fixed date value needs to be given on the employee record in the format DD/MM/YYYY or YYYY/MM/DD. Peakon will automatically detect the date value and place the employees survey responses in the respective date range segment.
- Employee: This attribute type is used to set up relationships, such as an employee’s manager or HR Business Partner. Segments will be created automatically when adding employee records as Peakon will detect those employees with direct reporting lines and create segments for these managers.
- Number: This attribute type is used to set up number based values, such as salaries or performance evaluations scores. Segments for this attribute are defined as number ranges (eg. a range of 0-10). Number ranges can be configured at any time, and a fixed value needs to be given on the employee record. Peakon will automatically detect the numerical value on the employee record and place the employees survey responses in the respective number range segment.
- Combination: This attribute is available on Peakon’s Premier tier. The combination attribute allows you to combine two existing option type attributes to create intersecting attributes. For example, you could join the “Department” and the “Country” attribute to see all the different departments within each country. When setting up a combination attribute, the segments will be created automatically. The segments created by this attribute are treated as regular segments that can be used for comparison and highlighted as strengths or priorities.
4. Adding new attributes
Attributes need to be created prior to uploading employee data in order for the segments to be created automatically.
To add an attribute:
- Go to Administration > Attributes in the left menu
- Click on the black Add attribute button to the right of your screen
- Select the type of attribute you’d like to add and give it a title
- Enable the employee consent toggle if you are using the attribute in conjunction with the employee editable attribute feature to collect sensitive information from employees at the beginning of their survey, such as ethnic origin or sexual orientation (more on this below)
- Click on Create to save the attribute
- Once created, review advanced options by clicking on the Edit attribute button (see sections below on advanced options)
5. Editing attributes & attribute options
Employee consent (Add-on)
An attribute that has been marked as requiring consent cannot be edited to ensure this data is protected at all times. It is also not possible to add employee consent to an attribute that already exists, so this needs to be set when creating the attribute.
By default, the attribute is restricted both on the dashboard and employee record. If needed, administrators can grant access to restricted attributes via access control groups.
This option is used to deactivate attributes that are not in use. This will remove the attribute from employee profiles. The associated segments with aggregated data will still remain on the dashboard and heat map. The attribute can be reactivated at any time.
It is possible to manually add translations for attributes and segments in all dashboard languages. This can be accessed by clicking Edit attribute and editing the Name localisation field.
If this is an employee editable attribute, it is also possible to edit the Description localisation in all survey languages, which can be used to explain the meaning of the attribute to the employee. This means that when the employee opens their survey and sees the attribute options, they will be able to get additional context by looking at the attribute description.
- All employee data will have to be imported in the default language, not in the translated language. Uploading employee data in the translated language will create new segments.
- Translations can only be added to segments of an option type or a combination type attribute. Translations can be added to any type of attribute, but segment translations are not possible for number, employee or date attributes.
- Translations can only be manually added to the attributes page of the dashboard. It is not possible to add translations through data uploads.
- The attribute will be translated based on the language set on the user's profile
Restricting an attribute controls whether an attribute or a segment is available to view in the heatmap or edit on the employee record. For more details on how to use this feature see the article on restricting attributes.
Used for importing employee data via the file upload method. Adding an alias to an attribute will allow the system to match attributes on Peakon and your data file, even when the names are not the same. It is possible to add multiple aliases by inputting a comma separated list.
For example, if your attribute name on Peakon is “Start date” and on your data sheet the column for this attribute is called “Employed since”, you can add "Employed since" as an alias on the attribute. This will automatically map the "Employed since" attribute to the "Start date" attribute.
Segment branding is available on the option type attribute and is used for complex organisations, where specific segments should see their own unique logo and company name on the survey and emails. This is ideal for entity branding. If turned on, it’s possible to preview the survey as a specific segment which will allow you to see the logo and segment name being used on the survey and questions.
Automatic creation of segments
This setting allows you to choose whether new segments should be created automatically from an employee upload.
By failing a data upload that doesn’t include the exact naming convention under an attribute that grants access control, the user will be advised that they need to make changes to their data sheet and choose one of the existing segments.
6. Adding new segments and deleting empty segments
Once the attributes have been created, it’s possible to then add segments to the attributes. This can be done either manually on option type attribute only or by adding employee records which will then automatically create segments for all types of attributes.
Manually adding segments
Select the attribute and then click the Add segment box to type in a segment name before clicking on the Add button to confirm.
Adding segments via a file upload
When importing employee records via the file import method, segments will automatically be created if there is a column present in the file where the column header matches exactly the attribute name on Peakon (this is case sensitive).
If using the alias function on the attribute, the column header can also match one of the aliases given.
Segments will be created for each unique value found in the attribute column on the file.
Deleting empty segments
It is possible to delete empty segments in bulk by clicking on the broomstick symbol next to Add segment.
If a segment does not have any data, this function will remove it. In the list of segments under each attribute, you will see two columns: Employed and Total. Here the Total refers to former employees whose responses are still part of that segment and the Employed indicates the current regular employees.
The Delete empty segments function will delete up to 1,000 empty segments per time. If you have more than 1,000 empty segments under an attribute, you can click on the button multiple times until all empty segments are removed.
7. Editing segment & segment options
To edit a segment:
- Navigate to Administration > Attributes
- Find the attribute that contains the segment you wish to edit
- Locate the segment and click the Edit button to open the slide-in panel
- Make the edits and click Save changes
Editing a segment name will change the name for everyone who has access to this segment.
Segment name localisation
It is possible to add translations for segments on the edit slide-in panel. Please see considerations & limitations of this feature in section 5 (editing attributes & attribute options).
When segment branding is enabled logos can be added to branded segments, which will be shown instead of company branding on the first page of the survey and in all survey related emails.